State Directors of Vocational-Technical EducationState Directors of Community, Technical and Junior Colleges

From:

Patricia W. McNeil

Subject:

Financial Reporting for FY 1998 and 1999 Awards

This memorandum is intended to provide tentative planning information to you about how you may be required to report financial activity for the Basic Grant to States and Tech-Prep Education awards to the Division of Vocational-Technical Education (DVTE), per the regulations set forth in 34 CFR §80.41.

DVTE has developed a new Perkins II Financial Status Report (FSR) form that has been submitted to the Office of Management and Budget (OMB) for approval pursuant to the Paperwork Reduction Act. Until this form has been approved by OMB and issued an OMB control number, you are not required to report any financial activity to DVTE. However, we anticipate OMB approval of the form later this summer. To assist you in your planning, we are therefore sharing information with you about how you would report financial activity to DVTE if the FSR is approved by OMB. Once OMB has approved the FSR, it will be shared with you. This memorandum does not impose any information collection requirements and you are not required to respond to it.

This planning information applies only to reports that would be due on December 31, 1999, contingent upon final approval by OMB. The reports that would be due on December 31, 1999 are for the FY 1998 and FY 1999 awards granted under the Carl D. Perkins Vocational and Applied Technology Education Act of 1990 (Perkins II). For the FY 1998 Perkins II award, the report that would be due is for the period from July 1, 1997 through September 30, 1999; for the FY 1999 Perkins II award, the report that would be due is for the period from July 1, 1998 through September 30, 1999.

On December 7, 1998, this office issued Program Memorandum - OVAE/DVTE FY 99-4 Use of Carryover Funds Awarded under the Carl D. Perkins Vocational and Applied Technology Education Act. This memorandum gave states options on how to obligate any funds they carry over, beginning with the time their initial State Plan is approved under Perkins III, presumably on or about July 1, 1999, and the last day the funds are available for obligation. Please refer to that memorandum in conjunction with this one when completing the FSRs that would be due on December 31, 1999.

For each FSR completed, you would indicate in the Remarks section of Form A, the option your state has chosen to exercise for the use of carryover funds. Based upon which option a state chooses to spend its carryover funds, the following reporting requirements would be applicable:

States would report final outlays in accordance to instructions in revised Perkins II FSR. In addition, states would separately report the aggregate outlays of Perkins III activity as defined in Section 112 of the law as an attachment.

For example, a state would report in its attachment what it spent in State Administration, Leadership, and Distributions to Eligible Recipients from the date its first Perkins III State Plan is approved through September 30, 1999.

States would report final outlays in accordance to instructions in revised Perkins II FSR. However, the reporting period would extend from July 1, 1997, (the day the FY 1998 awards were granted) until the day before the first Perkins III State Plan goes into effect (presumably June 30, 1999).

States would report final outlays in accordance to instructions in revised Perkins II FSR. However, the reporting period would extend from July 1, 1999, (the day the FY 1999 awards were granted) until the day before the first Perkins III State Plan goes into effect (presumably June 30, 1999).

If you have any questions, please contact Mr. Shane Dunne, Financial Management Specialist.